2012 February » eSchedule | your time is our essence

Notifications are automatically generated emails sent to an Employee when their attention and/or action is required. These include:

  • new schedule has been published
  • time off request has been processed
  • a trade request has been made or received

Additionally, an Open Shift Alarm can be configured to notify Employees when Open shifts are available for pick up. Notifications for each employee can be set on their profile.

3 Steps

  1. navigate to the employee profile page
  2. click the ‘Edit Details’ button
  3. use the drop-down menus to set notifications and open shift alarm

The only employee information required to create an account for a new employee is the person’s NAME and EMAIL ADDRESS. All other information can be added after the account is created. NOTE: only District Manager and Executive users can create new employees.

7 Steps

  1. click on ‘Employee’ Tab
  2. click ‘Add New Employee’ link on left side
  3. fill in employee information (name and email are REQUIRED fields)
  4. select ‘User Type’ from drop-down menu (REQUIRED input)
  5. input hourly wage (*only when ‘Track Salary’ setting is enabled)
  6. click ‘Position Assignments’
  7. assign employee to a store (i.e. position ABC at store XYZ )

View the step-by-step video tutorial. Just click the button below:




An Open shift is a shift that is approved but has not been assigned to an employee. Employees will see Open shifts they are qualified for and available to work on their Shifts Tab (*Click the link to see a video tutorial of the Shifts Tab). Employees can claim Open shifts directly from the Shifts Tab. Managers are automatically notified of claimed shifts and the eSchedule is updated.

Employees can also enable a shift Alarm that sends an automatic notification when Open shifts are ready to be claimed. Employees use the Edit feature on their Profile page to set this alarm.

View the step-by-step video tutorial. Just click the button below:




Yes you can. Quite simply too. The question is, do you really want to? After all a paper schedule becomes outdated the moment there is any kind of change, which, is a common occurrence when using web-based time management tools.

5 Steps

  1. navigate to “eSchedule” tab and select an eSchedule (view 1 or view 2)
  2. click the ‘Options’ button in the top-right or bottom-right corner
  3. select ‘Export eSchedule’ from the drop-down menu and set Export Type to ‘Printable’
  4. click on the ‘Dates’ field and select start and end dates in the calendar
  5. click the ‘Export eSchedule’ button

A quick note:

As hard as we try to peak through everyone’s window to see what kind of printer you have plugged in we cannot always see past your blinds…..or through the chest of Mr. Security. So we do apologize in advance that some of you may get odd looking paper copies when printing. Nada we can do about that from our end, but your eSchedule will always be available online. Perhaps that memo about going paperless should be pulled out of the recycling bin?

Executive and District Managers are able to copy staff rosters from one eSchedule to another. This automatically assigns employees to the location you designate, making them immediately available to be scheduled at the new location. Because this process copies all existing position assignments you do not have to worry about re-configuring individual assignments on their employee profile. The feature is perfect for ensuring your staff available between various work locations or when using multiple eSchedules at one locations.

6 Steps

  1. navigate to the Locations Tab (i.e. clinic, stores, etc)
  2. select the ‘Details’ link for the eSchedule Roster to be copied
  3. click ‘Roster’ to reveal the widget
  4. check off the employees you want to copy to the new location
  5. click ‘copy’ in the bottom left corner
  6. select an eSchedule to copy the employees into and click the ‘Copy Roster’ button

You will need to ‘Approve’ your eSchedule when it is ready to be published so that your employees can see their shifts. You can choose any duration of days to ‘Approve’; a week; a month; a quarter. With each approval eSchedule will automatically send an email to all scheduled employees letting them know they have new shifts.

5 Steps

  1. navigate to the eSchedule Tab
  2. click your preference of View 1 or 2 on your eSchedule
  3. click the ‘Approve’ button
  4. click in the ‘Dates’ field and select your start and end dates
  5. click the “Update Status” button

View the step-by-step video tutorial. Just click the button below:




Generating schedule using your previously created Template can be accomplished in no more that few seconds. Simply follow the steps outlined here.

7 Steps

  1. navigate to the eSchedule Tab
  2. click your preference of View 1 or 2 on your eSchedule
  3. click the ‘Options’ button
  4. select ‘Generate Shifts’ or ‘Generate Open Shifts’ from drop-down menu
  5. select your Template from the 2nd drop-down menu
  6. click in the ‘Dates’ field and select your start and end dates
  7. click the “Generate Shifts” button

In mere moments eSchedule will fill your calendar with schedule as defined by your Template.

View the step-by-step video tutorial. Just click the button below:




Scheduling managers can replicate a period of schedule, say one week, so that the following week the same shifts and employees are scheduled. Of course, this assumes the same employees are available to work in the week being copied to. If for some reason an employee is unavailable the shift will be set as ‘Open’. Welcome to the ease of eSchedule’s Copy functionality.

7 Steps

  1. navigate to the eSchedule Tab
  2. select your preference of View 1 or 2 by clicking the link
  3. click the ‘Options’ button
  4. select ‘Copy Shifts’
  5. select the dates to be copied from
  6. choose the dates to be copied into
  7. click Copy Shifts

View the step-by-step video tutorial. Just click the button below:



Yes, yes you can!

All you need to sync your shifts is an application that supports the iCalendar format (i.e. Outlook, iCal) and to subscribe to your eSchedule calendar. Below is a partial list of 3rd party applications that support iCalendar subscriptions along with a brief description of how to manually subscribe to your eSchedule calendar.

If you have an iCalendar program already installed you can simply click on the “Subscribe to Calendar” link found bottom-right on your eSchedule “Calendar” tab. Clicking the link should launch your iCalendar program (i.e. Outlook, iCal) where you can further configure your subscription.

NOTE : iCalendar subscriptions will only include ‘approved’ and ‘accepted’ shift and may take up to 24 hours for the initial sync


Apple iCal

  • Click the iCal icon in the Dock (or in the Applications folder).
  • Under Calendar on the menu bar, select Subscribe.
  • Enter in the URL of the calendar (right-click on the “Subscribe to My Schedule” link and select Copy Link Location to get the URL)
  • Enter a name for this calendar subscription (ie: My eSchedule).
  • Click the Refresh check box.
  • Select how frequently you wish to refresh the calendar in the drop-down box (ie: Everyday).
  • Click OK

Your eSchedule calendar should now appear in the left hand list in iCal. Click the Month View.


Google Calendar

  • Go to http://www.google.com/calendar and sign in.
  • Click on the Settings link
  • Click on the Calendars tab, then click Browse interesting calendars in the Other Calendars section.
  • Click Add by URL under the More tools column on the right and enter the URL of the calendar (right-click on the “Subscribe to My Schedule” link and select Copy Link Location to get the URL)

Your eSchedule calendar should now appear and is accessible from the My Calendars menu located on the left hand side of the screen.


Microsoft Office Outlook 2007

  • Click Tools on the menu bar, and select Account Settings
  • Under the Internet Calendars tab, click on the New button.
  • Enter the URL of the calendar (right-click on the “Subscribe to My Schedule” link and select Copy Link Location to get the URL)
  • In the Folder Name field, enter a name for the calendar (ie: My eSchedule).
  • Click OK

Your eSchedule calendar should now appear in the left hand list in Outlook. Click the Month View.


Mozilla Sunbird

  • Click File on the menu bar, and select Subscribe to Remote Calendar
  • Click on the On the Network radio button, and click Continue
  • Click the iCalendar (ICS) radio button.
  • Enter the URL of the calendar (right-click on the “Subscribe to My Schedule” link and select Copy Link Location to get the URL)
  • Enter a name of the calendar (ie: My eSchedule)
  • Select a colour for the calendar, and click Continue
  • Click Done

Your eSchedule calendar should appear in the left hand list in Sunbird. Click the Month View.

eSchedule allows you to outline your optimal shift coverage using our Scheduling Templates. Take a couple minutes to build one, or more, Template and presto! Scheduling becomes almost instantaneous! Using templates enables you to take full advantage of our powerful scheduling engine that will automatically match each shift with the best employee option. Would rather manually assign shift to employees? No problem, just use your Scheduling Template to generate an Open Schedule then assign at will.

An example template may be:

  • Sunday: Sales: 10am – 4pm
  • Sunday: Manager: 10am – 4pm
  • Monday: Sales: 9am – 6pm
  • Monday: Manager: 9am – 6pm
  • Tuesday: Sales: 9am – 6pm
  • Tuesday: Manager: 9am – 6pm
  • Wednesday: Sales: 9am – 6pm
  • Wednesday: Manager: 9am – 6pm
  • Thursday: Sales: 9am – 6pm
  • Thursday: Manager: 9am – 6pm
  • Friday: Sales: 9am – 6pm
  • Friday: Manager: 9am – 6pm
  • Saturday: Sales: 9am – 5pm

You can create your own templates to model your ideal shift coverage.

View the step-by-step video tutorial. Just click the button below:




A specific set of notifications (automatic emails) are associated with each individual eSchedule. These can be configured so any Manager level user can receive information regarding a given eSchedule. Manager notifications are instantly generated and will sent in response to updates and requested schedule changes. These include when:

  • open shifts are picked up
  • shift trades require approval
  • shifts are declined

NOTE: Notifications regarding time-off requests are automatically generated without configuration. These are only sent to the direct manager of the requesting person. For example, a time-off request from a municipal employee would be sent to their department scheduling manager.

5 Steps

  1. navigate to the eSchedule Tab
  2. use the Filter List drop-down menu to select an eSchedule
  3. click the ‘Show eSchedules’ button
  4. click the ‘Edit’ link under the ‘View 1’ link
  5. assign notification

Three shift statuses exist, with each representing a distinct schedule state in the scheduling process. A unique color identifies each status is identified in the eScheduler and calendar.

PENDING Status (draft schedule)

  • managers working version of the schedule (shifts have yet to be publicly assigned)
  • employee type users cannot see these shift sets
  • calendar color = Customizable

WARNINGS Status (published schedule)
*the shift acceptance work-flow must enabled to see this status

  • managers publish schedule (publicly viewable to staff)
  • employees are notified via email new schedule is posted
  • employees need to acknowledge schedule on their Shifts Tab
  • calendar color = Customizable

APPROVED Status (final schedule)

  • employees have acknowledged their assigned shift
  • schedule is finalized (staff has confirmed they are aware of their shifts)
  • calendar color = Customizable

View the step-by-step video tutorial. Just click the button below:




We offer 2 solutions for those times when your password is alluding you or if you believe someone has obtained it and need to change it. Both are available directly from the login page, allowing you the ability for you to use these any time you need to. Simply enter your email address into either box.

*NOTE: both options below require that you are using a valid email address as your login

Reset Password
- you will receive an email that contains a link to reset your password to the default word PASSWORD
- you will be prompted to choose a new password on your next login

Retrieve Password
- enter your email address to confirm your account
- an email containing your password will be sent directly to your email account

Four user types exist, each with distinct account privileges and abilities within eSchedule:

  • Employee
  • Scheduling Manager
  • District Manager
  • Executive

These are general eSchedule categories in relation to scheduling access and are not intended to represent your company’s hierarchy.

User Type Privileges and Responsibilities Overview

Employee

  • can be scheduled
  • can update employee profile
  • can set availability
  • can pick up open shifts, accept shift trades, accept shifts (if enabled)

Scheduling Manager
* location scheduling authority *

  • can be scheduled
  • create and approve schedules
  • can create templates
  • can set daily and weekly maximum hours
  • approve assigned employee vacation requests
  • approve shift trades
  • set employee availability

District Manager
* regional administration authority *

  • unable to be scheduled
  • approve assigned employee vacation requests
  • approve shift trades
  • can create new user accounts for Employee and Scheduling Managers
  • can terminate accounts
  • can create and modify assignments for Employee and Scheduling Managers
  • approve Scheduling Managers time off requests

Executive
* company administration authority *

  • unable to be scheduled
  • can create new user accounts for Employee and Scheduling Managers
  • can terminate accounts
  • can create employee positions
  • can create and modify assignments for Employee, Scheduling Managers, and District Managers
  • can create new locations
  • approve District Managers time off requests

Effective and efficient business is based on having the right person in the right spot at the right time. eSchedule automatically does this for you, regardless if you are generating an entire month of schedule or just need to fill one shift.

Only employees who are QUALIFIED and AVAILABLE can be scheduled for a given shift. So what does this mean? Good question. This means your employee list for a shift will only display people who ARE able to work the shift, rather making you sort though your entire roster. Our intent is to help you prevent scheduling conflicts and mismatched shifts. So, if you are unable to find a specific employee for a particular shift it is likely the person does not match the shift criteria. The criteria for qualified and available are outlined below. (HINT: all this information is located on each employee’s profile page.)

**NOTE: an employee will not be able to be scheduled if their daily or weekly total exceed the maximum for a location (configured in Settings).

Qualified
*means a shift for Position X with Skill Level Y at Store Z can be assigned to an Employee with X-Y-Z

  • employee is assigned at the location to be worked at
  • employee has a position assignment that matches the shift to be worked
  • employee skill level meets or is greater than that of the shift

Available
*means an employee is free from scheduling conflicts

  • employee is not working another shift
  • employee’s availability is open for the shift day
  • employee does not have time-off requested


Finding available replacements is fast and easy. If you are looking to find replacements for already approved shifts, open up the Scheduler (two-month calendar at the top) and click on the day in question. Click on the currently scheduled employees’ name to start searching for a replacement.

3 Steps
  1. open up the Scheduler (two-month calendar at the top)
  2. click on the day in question
  3. Click on the currently scheduled employees’ name to start searching for a replacement

The results are sorted by most qualified, then by name. These employees are qualified and available to work this shift (click HERE for more info). If you were to release this shift as “Open”, these are the employees who would be able to pick it up.

View the step-by-step video tutorial. Just click the button below: